A16_Section_3-1_NIH_Facilities_Dev_Manual.pdf

NIH Section 3-10 NIH Facilities Development Manual

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SECTION 3-10 CLINICAL CENTER COMPLEX (CCC) INTERIM LIFE SAFETY MEASURES

(ILSM) AND CONSTRUCTION RISK ASSESSMENT (CRA)

3-10-00 Policy 10 Procedures 20 Guidance and Information 30 (Reserved)

3-10-00 POLICY

This Section provides instructions for anyone involved with managing design, construction or mainte-nance projects located in Clinical Center Complex (CCC): (Buildings 10 and 10B, Mark O. Hatfield Clinical Research Center (CRC), and the INVIVO (NMR) Addition).

A. APPLICABILITY

This procedure applies to all construction and maintenance support projects located in the Clinical Center Complex. These requirements are in addition to NIH Policy Manual 1370-Fire and Life Safety Building Permit Process http:www1.od.nih.gov/oma/manualchapters/management/1370/main.html or Exhibit X5- 7-A and other applicable requirements in NIH’s Facility Development Manual (FDM).

B. RESPONSIBILITIES

• The Project Officer (PO) or other party assigned to manage a project in the CCC is responsible for preparing and forwarding an electronic Project Notification Form (PNF) to the Office of Research Facilities (ORF) Project Notification Team (PNT) (Global e-mail address here).

• The PNT which includes: the Clinical Center (CC) Hospital Epidemiology Service (HES), CC Office of Facilities Management (CCOFM), ORF Division of Technical Resources (DTR), CC Maintenance Unit and Facility Managers, Office of Hospital Physical Environment (OHPE) and the Division Fire Marshall (DFM) provide Interim Life Safety Measures (ILSM) and Construction Risk Assessments (CRA) for each project as applicable.

• ORF OHPE leads the PNT effort and is responsible for coordinating development of Interim Life Safety and Construction Risk Assessment Measures to be incorporated into the design and construc-tion of projects and maintenance activities in the CCC.

• OHPE is also ORF’s primary point of contact and consultant for Joint Commission (JC) matters.

• ORS DFM is responsible for issuing project specific ILSM requirements.

• The PNT jointly develop project specific Construction Risk Assessment requirements.

• The PO is responsible for incorporating ILSM and CRA Contract Clauses and specific guidance from the PNT into the design and construction of each project or maintenance action.

• ORF DTR is responsible for providing ILSM training to POs, contractors and maintenance staff prior to work being performed in the CCC.

• ORF DTR also maintains training records and evaluates program effectiveness.

• ORF OHPE, ORF DTR and ORS DFM are responsible for reviewing design, construction and main-tenance projects for ILSM compliance.

• See the Flow Chart Exhibit X3-10-A for abbreviated organizational ILSM and CRA responsibilities

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3-10-10 PROCEDURES

A. PROJECT ASSIGNMENT PROCESS

1. PO receives project assignment and meets with the customer to develop the Scope of Work (SOW), Independent Government Estimate (IGE) (total estimated project cost), and a Project or Acquisition Plan to support the Request for Contract Action (RFCA). The PO works closely with the ORF Office of Acquisitions (OA) in developing the RFCA.

2. PO completes and forwards the PNF electronically to the PNT for ILSM and CRA guidance.

3. OHPE via the PN Team reviews and completes the PNF evaluation and returns it via e-mail to the PO with a completed CRA evaluation. If additional information is required, a meeting is scheduled by OHPE. As part of the PNT effort, DFM reviews the PNF and determines the project specific ILSM requirements, if applicable, that must be incorporated into the project. DFM returns the completed no-tification form to the PO via e-mail.

4. PO reviews and incorporates the ILSM and CRA requirements identified on the PNF into the Request for Contract Action (RFCA) for the Architect-Engineering (A-E) Contract.

B. DESIGN PROCESS

1. PO in consultation with the Contracting Officer (CO) determines the A-E procurement method .

2. PO ensures the A-E Statement of Work (A-E SOW) incorporates the Clinical Center Complex (CCC), Building 10, CRA and ILSM Clauses into the design and construction documents.

3. PO schedules pre-design kick-off meeting and invites representatives from OHPE, CCOFM, HES, IC, DFM, DTR and other stakeholders as warranted by the complexity and nature of work. (Stakeholders review requirements at meeting and provide technical support as required).

4. PO assures that the A-E reviews the ILSM Construction Work Site Requirements (provided by PNT) and the CRA Risk Assessment Evaluation (identified by OHPE in the CRA evaluation document) to include adequate details in the construction contract documents. The A-E shall also add other CCC documents to the specification as applicable.

5. PO initiates design review process and complies with submittal requirements indicated (by OHPE and other stakeholders) on the completed CCC-PNF, NIH Policy Manual 1370 – Fire and Life Safety Building Permit Process and the ORF Permit Process..

6. For projects that do not require DTRs review, the PO is responsible for ensuring that the contract documents (plans and specifications) appropriately addresses ILSM and CRA requirements.

7. Refer to Section 5-7 Design Management and Design Review for additional requirements.

C. CONSTRUCTION PROCESS

1. PO, CO and A/E ensures ILSM and CRA Clauses are incorporated into the construction contract documents.

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2. Pre-Construction Meeting:

a. PO reviews Section 6-6, Pre-Construction Activities requirements and requests the contractor to provide a construction schedule at the Pre-construction Kickoff meeting.

b. The P.O. notifies the ORF PNT via e-mail when the project is ready to start and the official "No-tice to Proceed" date has been established by the CO. After this notification is received, the Divi-sion of the Fire Marshal will contact the P.O. to arrange the initial ILSM survey of the construc-tion site with the P.O and contractor.

c. Prior to the Pre-construction Kick-off meeting, the PO reviews the project specific ILSM and CRA requirements and include them as discussing items on the meeting agenda.

d. PO invites IC, DFM, HES, CC Safety Officer CCOFM, OHPE, DTR, CC Building Facility Man-agers, CC Maintenance and other stakeholders as necessary to attend pre-construction meeting.

(CC Safety Officer and HES are included for High Risk and Major Construction projects)

e. PO briefs the superintendent, project manager, and the quality control director on ILSM & CRA risks and responsibilities.

• PO advises the construction contractor of the stop work order clauses in the contract in case of non-compliance with ILSM or CRA procedures.

• PO indicates to the contractor that ILSM & CRA procedures must be followed on a daily basis.

f. PO provides the construction contractor with copies of:

• CC ILSM Policy issued (9/26/07).

• CCC- ILSM Construction Work Site Requirements (provided by DFM if applicable).

• Current CRA Risk Assessment Evaluation- completed by OHPE.

3. Mobilization:

a. PO or designated representative completes the CCC- Project Construction Sign (Exhibit X6-6-A) and posts it at the project site /or approved storage areas where it is visible and available for in-spection. The sign must be completed in full to include completion of ILSMs and CRA require-ments for the project.

b. If a “hot work permit” is issued, the superintendent must post it at the project site where it is visi-ble and available for inspection.

c. If Material Safety Data Sheets (MSDS) are required, they must be posted or designation made where they are located for audit purposes.

4. Construction Progress Meetings:

a. PO inspects the project site with the DFM, A/E, OHPE and other stakeholders as necessary to verify compliance with ILSM and CRA posted weekly by DFM.

b. During construction progress meetings with the contractor, PO addresses the projects compliance with ILSM requirements identified by DFM and CRA requirements identified by OHPE or other stakeholders.

5. ILSM and CRA Revisions: When the scope or staging requirements of a project change such as:

changes in traffic pattern, utilities, and project barriers, PO notifies OHPE and DFM to determine if new ILSMs and/or CRAs guidelines are necessary. If there is an urgent requirement, the PO must re-quest expedited processing and will be able to walk it through for immediate approval.

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6. ILSM and CRA Revisions: If there are changes to ILSM & CRA requirements, the PO updates and issues revised guidelines to the contractor. If the new guidelines change, the terms of the construction contract, the PO must work with the Contracting Officer to negotiate and issue a contract modifica-tion.

7. Site Inspection:

a. The construction superintendent visits the site on a daily basis to monitor progress for compliance with the ILSM and CRA requirements.

b. The contractor includes compliance with the project specific as a standard item under the daily reports and discusses requirements during “Lunchbox Safety Meetings”. It is recommended that the contractor keep meeting minutes and attendance lists of these sessions.

c. PO will monitor the construction contractor daily reports for compliance with ILSM & CRA re-quirements.

d. The CCC Safety Officer, OHPE and other stakeholders may periodically inspect the site for con-formance with ILSM and CRA provisions. Any issues identified are reported immediately to the PO for corrective action. Non compliance with CRA or ILSM can be sufficient cause for issu-ance of a “Stop Work Order”.

e. The PO shall notify the Project Notification Team, DFM, OHPE, CC OFM and other stake-holders as necessary that the project has been completed and is ready for final inspection.

• DFM will conduct final inspection and issue an Occupancy Permit consistent with NIH Policy Manual 1370 – Fire and Life Safety Building Permit Process.

• The CC OFM will issue an Occupancy Permit as the user

• OHPE will validate compliance with accreditation guidelines

• See Section 6- 8 Site Coordination for additional final inspection procedures.

8. Project Completion

3-10-10 GUIDANCE AND INFORMATION

A. RELATED PROCEDURES

• NIH Policy Manual 1370 – Fire and Life Safety Building Permit Process

• CC ILSM Policy (will include as an exhibit)

• CC OFM Occupancy Permit Procedure (will include as an exhibit)

• FDM Section 1-12 Project Plan

• FDM Section 4-7 Design-Bid -Build

• FDM Section 4-20 Site Coordination

• FDM Section 4-14 Design Management and Design Review

B. RELATED DOCUMENTS

• CDC Guidelines for Environmental Infection Control in Health-Care Facilities

C. RECORDS

• Completed Project Notification Form

• ILSM and CRA Evaluations

• Contractors Daily Reports

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• Minutes of Progress Meeting

3-10-30 REPORTING REQUIREMENTS

A. The PO must document that:

• A Project Notification Form was submitted to OHPE for ILSM and CRA guidance

• DFM, DTR and other required stakeholders signed-off on the contract documents before the project was advertised

• DFM, CC OFM, HES, OHPE and others as necessary are notified when the project is complete and ready for final inspection

• Occupancy Permits are obtained from DFM, CC OFM and others as required prior to project close-out

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NIH Exhibit X3-10-A

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INTERIM LIFE SAFETY MEASURE (ILSM) AND CONSTRUCTION RISK ASSESSMENT WORK FLOW PROCESS (27 Feb 2009)

6. Construction Closeout/Acceptance

2. During Design Before Construction 3. Final Design 4. After Design

Before Construction 5. During Construction1. Project Assignment

PO Submits Design Documents to PNT for Review and Approval

ORS DFM Reviews Design Documents in accordance with

NIH Policy Manual 1370

PO Issues Written ILSM to the

A-E to Complete the

Design

ORS DFM Reviews and Approves

Final Design Documents in accordance with NIH Policy Manual 1370

Contracting Officer (CO) Advertise or Negotiates

Construction Contract

PO Proceeds with SOW Preparation and Design

Note: ORS DFM will Issue Preliminary ILSM to PO as Design Proceeds and the balance of the PNT will provide CRA Requirements

ORS DFM Validates ILSM Requirements based on Site Conditions and the

Construction Phasing Plan

ORS DFM

Provides

Preliminary ILSM Requirements to the PO for the A-E to incorporate into the design documents

PO Submits Final Design Documents

To PNT

PO Notifies PNT of Pending Construction via E-mail

ORS DFM Meets PO and Contractor

On-Site to Validate or Update ILSM

Requirements

ORS DFM

Validates or Updates ILSM Requirements

Based on Site Conditions

ORS DFM Meets PO and Contractor On-Site Weekly and Inspects Site Conditions

PO Notifies PNT that the Project is Complete/Ready Final Inspection/Close-out

ORS DFM Verifies ILSM Requirements are

No Longer Necessary and CC OFM verifies Space

Requirements are Satisfied and Notifies OHPE

ORS DFM, CC OFM & OHPE

Meet with the PO and the

Contractor On-Site to Conduct

Final Inspection/ Acceptance Test in accordance with NIH Policy Manual 1370

PO Submits Project Notification Form

(PNF) to ORF Project Notification

Team (PNT) via e-mail

ORF PNT Reviews the PNF

ORS PNT & DFM

Determines which, if any

ILSM or CRA Requirements are

Warranted

Issue “N/A” to PO

Stop PO Proceeds with Project

SOW Preparation and Design in Compliance with

NIH Policy Manual 1370 and other applicable codes and standards

START

No

Yes

URL

URL

URL

ORS DFM

Identifies ILSM

Violations

Construction Activities Proceed

Contractor Takes Corrective

Action

NoYes

URL

LEGEND:

ORF – Office of Research Facilities ORS – Office of Research Services PNF - Project Notification Form PNT - Project Notification Team (ORS DFM, CC Safety, CC OFM, ORF OHPE, ORF DTR, CC HES, ORF FSB)

No Construction Contract

Deficiencies are found by ORS DFM, CC OFM and

OHPE

Contractor Takes

Corrective Action

Yes

No

URL

ORS DFM, CC OFM & ORF OHPE

Issue a Final Inspection Close-out

Memo and Occupancy Permit

ORS DFM Review for Compliance

No

Yes

NIH Exhibit X3-10-A

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NIH Exhibit X3-10-B

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PROJECT DELIVERY METHOD: CHECK APPROPRIATE BOX

- Design Bid Build [ ]

- Design Build [ ]

- Walk & Talk [ ]

- Construction Manager (CM) [ ] As Agent or @ Risk

ESTIMATED CONSTRUCTION START DATE:_________________________

ESTIMATED CONSTRUCTION COMPLETION DATE:__________________

Project Notification Form

Building 10- Clinical Center Complex

EXHIBIT X3- 10-B NIH FACILITIES DEVELOPMENT MANUAL

Date:________________

To: Office of Hospital Physical Environmental, Office of Research Facilities (OHPE)/ORF) - Coordinator

From: ________________________

Project Officer, ORF/DPM & ICs

PROJECT INFORMATION:

Work request # Project Title

Project Location- Building Project Location Rooms- (list all room #)

DESCRIPTION OF SCOPE: (detail information)

Identify: Mechanical/Electrical/Plumbing (M/E/P), Medical Gas/Vacuum, Reverse-Osmosis Water / Tele-communication, fire protection, security system & other utilities that may be impacted as part of this project (Add additional sheets to the project notification to describe the project scope as necessary).

NIH Exhibit X3-10-B

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PROJECT TYPE

YES NO

- Project Impacts Infrastructure [ ] [ ]

- Hospital/ Ambulatory Care Area [ ] [ ]

- Animal Area Renovation [ ] [ ]

- Public Service [ ] [ ]

- Office Renovation [ ] [ ]

- IC Unit [ ] [ ]

- Laboratory Renovation [ ] [ ]

TOTAL PROJECT SQUARE FOOTAGE:_________________________________

REVIEW REQUIREMENTS:

YES NO

HES/CCOFM Project requires review by HES

OHPE Project requires CRA **

Project requires review by OHPE

DFM Project requires ILSM

Project requires review by DFM

ALL

Project may require

CRA/ILSM

(PO to submit first sub-mission to: OHPE, , HES, CCOFM, DTR & DFM)

** If yes- OHPE to complete CRA evaluation form and return to PO as attachment to this form via-e-mail.

COMMENTS:

CC via e-mail: ORF Building 10 Project Notification Distribution List